[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM032117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 21, 2017
The Board of Commissioners met at 8:00 am on Tuesday, March 21, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. The meeting was filmed for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Mike Smith.
1. Agenda
Ron Sandstrom makes a motion to approve the agenda. Ralph Lutjen seconds the motion and the motion passed 3-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille reports that roads are being worked as possible; the recurring freeze-thaw cycle is creating potholes. Punch outs are being done as needed. Kelly Robitaille will list the locations of the punch outs.
All equipment is in good condition. The rake tines for the York rake have been received; the rake will be set up for spring use. The plows and sander have been removed from the International 7400; the truck can be used to haul gravel. All parts are in for the grader service; which will be scheduled.
Sand and salt supplies are good.
A class is available next week in Ossipee through UNH T2; Basics of a good road. Ron Sandstrom makes a motion to approve attendance at the class for both members of the highway department. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve up to $300 for class registration. Ron Sandstrom seconds the motion and the motion passed 3-0.
The house fire last week on Middle Shore is discussed. Kelly Robitaille reports that he was notified by the Sherriff’s Department of the fire and the need for sanding in the area of the water tankers. As snow was falling at a rate of over 2 inches per hour while the fire was being fought, it was difficult to keep the roads open.
The emergency contact list will be updated and distributed.
3. Water
Mike Smith discusses the approval for purchase of data loggers. A new pressure issue has been reported on Geneva Place. Status of the purchase of the data loggers will be checked on.
The upcoming electric work at Oak station will be reviewed by Mike Smith with the electrician, SCADA programmer and water operator on March 30. Summit station will also be reviewed. A follow up will be sent on the schematics for the chemical injection room.
The priority of Muddy Beach for 2017 is discussed. Securing of the sources of the water as a top priority is outlined. The work completed on the wells last year is outlined by Mike Smith. Discussion is held on establishing overall priorities for the water system. Upcoming additional known needs, such as creation of the Reinach pressure zone are discussed. The use of Muddy Beach and the current pumping schedule for benefit of those areas like 1 Bristenstock and 19 Blinden is reviewed.
4. Administration
The holding of a monthly safety meeting is outlined by Mike Smith. Topics reviewed and discussed are outlined.
The motion log has been distributed and is reviewed.
The audit should be completed this week. Auditor Tamar Roberts has received the report from the NH Retirement System which was needed to complete the document. Ralph Lutjen discusses the Management Discussion and Analysis report within the audit. The format will be updated for review when completed next.
The proposed contact with the Town of Madison for road funds is discussed. Mike Smith makes a motion to leave this action item on the report for contact at year-end/January 2018.
The status of the Asset Management Committee is reviewed and discussed. The planned attendance at a Capital Improvement Planning (CIP) seminar this week is outlined. Ralph Lutjen will attend in place of Jay Buckley who notified the office he will not be able to attend.
The chemical analysis results on the water system taken in the first quarter look good.
The Sanitary Survey of the Water System has been received from Rick Skarinka of NH DES.
The report is reviewed and discussed; no major deficiencies; recommend work on asset management continue; continue to improve system; review high water usage.
Elimination of water system bleeders, as outlined verbally by Rick Skarinka when he was in the District, is discussed as a consideration while planning work in the future. Blasting, as well as extensive excavation that would be needed to eliminate the bleeders in the Summit zone and the expense that an undertaking like that would incur are discussed. The establishing of priorities as a critical component of a CIP is discussed.
The 2017 water usage fee invoice is presented for review. The addition of the breakdown of the charges that are incorporated in the bill has been added. Mike Smith makes a motion to adopt use of the new invoice for the water billing and to put the rate calculation breakdown on the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
5. Accounts Payable
The check manifest is presented. Ron Sandstrom makes a motion to approve 4 checks in the amount of $810. Mike Smith seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
6. Minutes
7. Commissioners Reports
Ron Sandstrom reviews an updated draft for the Manifest Review policy proposed. The policy is reviewed and will be discussed further next week. Ralph Lutjen outlines that he feels discussion on all expenditures should be done; there are not so many that it would be cumbersome.
Ralph Lutjen reports that he will be meeting Saturday morning with the pond preservation group. The historical VLAP (Volunteer Lake Assessment Program) information has been scanned in and is now available electronically. All current reports are being created electronically by the NH State Lab. There is 19 years of information that is being reviewed for trends on the decline of the Pea Porridge Ponds.
Mike Smith makes a motion to schedule Norm Garside for the bridge repairs and painting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to scheduled pouring of the concrete pad as containment for the diesel fueling area. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to schedule pouring of the bollards needed at the corners of the DPW building and DPW II garage not to exceed $600. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to schedule repairs to the Lodge beam, rafters and roof not to exceed $9,000. Ron Sandstrom seconds the motion. Discussion is held on the priority of repairs needed. Tree work and entry walkway work are a high priority for safe entry into the building. Mike Smith makes a motion to amend the approved work to not exceed $8,000. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion ensues on additional tree work that is needed in the vicinity of the Lodge. This will be reviewed by the committee.
8. Signature Items
9. Correspondence
The property owner of 3 Geneva Place has reported a pressure reduction at his house since the fire last week. The area is being checked and water operator Ian Hayes will verify there is no leak at the fire scene.
NH Municipal Association has sent the weekly Legislative Bulletin.
NH Municipal Association has sent the bi-weekly News Link.
Resident Jay Buckley has sent locations where shoulder work is needed on asphalt roads.
10. Scheduled Appearances
11. Other Business
12. Public Comments
At 9:22 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator